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How to make off-site meetings work for you

The AllBusiness website has a recent article on the subject of off-site meetings and how to make them successful. What follows are some of its findings and recommendations.

‘Company meetings held outside of the office can be great motivational tools. An off-site meeting can really shake things up and revitalize and reenergize your employees, building team spirit and getting everyone’s creative juices flowing again. A meeting “away from home” is often the best way to generate new enthusiasm, new ideas, and a renewed commitment to company goals…To help your event run smoothly, here are 10 helpful tips for planning a successful off-site meeting

Aim high. When planning an off-site meeting, people usually set their expectations too low. Thinking about the day strategically can make it more than just a simple bonding experience; it can become an opportunity to solve office problems, generate new ideas, and help employees grow. Anchor the meeting with goals that actually mean something to the business.

Take a tour before. When selecting your meeting site, be sure to take a tour of the facility beforehand, including the “back of the house.” Check for ample storage space for supplies, secure areas for employees to put their belongings, a sufficient number of clean restrooms, and good dining facilities.

Don’t forget the fun. Just because this is a business meeting, don’t neglect the recreational opportunities.

Add up the costs. Be sure to determine your budget ahead of time. Expenses to consider: transportation, facility rental, equipment rental, accommodations, catering, and possibly the cost of hiring a guest speaker or entertainer.

Bring the right equipment. Today’s meetings call for more than just a few chairs and a flip chart. Attendees will likely bring laptops to access and present computer-based information, so you’ll need a means of projecting that information. You should also consider beforehand whether you’ll need high-speed Internet access in the meeting venue, or if this is a time to be “off the grid.”

Pick two dates. When choosing a date for your off-site meeting, keep at least two possible ones in mind — a preferred date and an alternate one.

Create a detailed schedule. Work backwards from your event date to determine what needs to be done beforehand, and when. Be conscious of production lead time, shipping times for deliveries, and anything else that needs to be thought out before the meeting day.

Plan the day intelligently. Design your meeting day schedule with care. Build in travel time to and from the site, and set an agenda that honors that. Additionally, make sure that all attendees have appropriate transportation to get to the meeting on time. Decide up front whether you want the day to be a high-intensity working event, a laid-back and relaxing retreat, or a balanced program combining a little of each. If you do decide to mix work with play, carefully consider which should come first.

Do advance PR. Circulate a pre-retreat agenda that lets people know what your objectives are for the off-site meeting. This will provide employees with an opportunity to prepare ahead of time for full and constructive participation. Where appropriate, give pre-meeting homework that employees need to bring to the meeting. It will also help to drum up excitement for the big day.